In the past decade, a paradigm shift from disaster management to disaster risk reduction has been achieved in Bangladesh through the ownership of the Government of Bangladesh (GoB) with support from development partners and the UN system. However, in order to fully implement the Sendai Framework for Disaster Risk Reduction, the capacities of key actors must be further enhanced. Under the programmatic leadership of the Ministry of Disaster Management and Relief, the joint National Resilience Programme (2017-2020) will support four projects providing strategic support to enhance government capacity to build disaster resilience through government’s own structures and programmes. The programme will involve four Government partners, each paired with a supporting UN agency to implement a subproject of the programme.
Building on the achievements of the Comprehensive Disaster Management Programme (CDMP) phase I and II, the National Resilience Programme – Department of Disaster Management part (NRP-DDM) will identify gaps for Sendai implementation and build capacities for earthquake preparedness, disaster recovery and utilizing existing disaster management and social safety structures to enhance resilience at the local level. The NRP-DDM project team will be co-located and work closely with the NRP Programme Coordination and Monitoring team (PCM Team).
The Administration and Finance Officer is part of the NRP-DDM project team and is supervised by the Project Manager. Other members of project team are the Disaster Preparedness Specialist and Monitoring and Evaluation Officer. The NRP-DDM team is at the forefront of UNDP Bangladesh’s continued work to support the MoDMR and DDM in ensuring disaster preparedness and risk reduction in a multi-hazard context. The Administration and Finance Officer will manage all financial and administrative matters in relation to the project in an effective and accountable manner, complying with UNDP and UNDG joint programming guidelines and reporting requirements. The Administration and Finance Officer will work closely with the Programme Administration and Finance Officer belonging to the PCM Team.
Duties and Responsibilities
- Key Functions of the Administration and Finance Associate are:
- Support to Project Planning and Management
- Support to Project Implementation of financial operational strategies and procedures
- Support to project Accounting and Administration of budget
- Under the supervision of the Project Manager NRP-DDM, the Administration and Finance Associate has the following duties and responsibilities:
Ensure Planning and Management focusing on achievement of the following results:
- Provide support in preparing annual and quarterly work plans and budgets in consultation with the Project Manager;
- Data Entry into Atlas/any accounting software in light of ProDoc/Annual Work Plans (AWPs), monitoring of their status, preparation of required budget revisions, determination of unutilized funds, operational and financial closure of project(s).
- Proper control of the supporting documents for payments
- Design CoA of the project to meet govt and donor reporting requirements, align financial data with M& E tools & techniques;
- Full compliance with UNDP POPP /NIM (National implementation modality) manual, rules and regulations of financial processes, financial records and reports and proper planning, supporting follow up of audit; implementation of the effective internal control framework.
- Assess degree of compliance with donor agreements and keep update project management on currency exchange loss/gains.
- Review quarterly Fund Authorization and Certification of Expenditures (FACE) and ensure timely submission to UNDP;
- Assist the Project Team for preparation of monthly, quarterly and annual progress reports to UNDP and/or donor;
- Act as a Project focal Point and support to prepare monthly Project Reporting to Government, IMED, ADP etc. report for the project and ensure timely submission to the Government
Ensure implementation of financial operational strategies and procedures, focusing on achievement of the following results:
- Ensure full compliance with UNDP and UNDG joint programming rules and regulations of financial processes, financial records and reports and audit follow up; implementation of the internal control framework and ensure that the finance and accounting records maintain compatibility with UNDP financial and accounting procedures and formats;
- Support to UNDP CO for business processes mapping and monitoring and implementation of the internal standard operating procedures maintained in the project in consultation with the direct supervisor and office management.
- Collection and consolidation of financial information for further analyses and reporting by the Project
- Act as a Project Result Information System (RIS) focal Point and prepare monthly and other report for the project and ensure timely submission to UNDP;
- Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources, in particular partner agencies;
- Prepare status report, progress reports, and other required financial reports as needed
- Provide assistance to prepare periodic accounting records, maintain delivery records, make program transactions in UNDP format, prepare draft budget revisions, shadow budgets, cost sharing and other financial and accounting reports;
- Review financial statements, expenditure as stated in the financial reports of partner organizations
- Monitor fund disbursement and adjustment of partner organizations
- Monitor project budget and ensure necessary GLJE through Atlas
- Review and inform UNDP about the GoB internal control system and assist in analyzing & reporting financial data as per GoB, UNDP and UNDG joint programming guidelines;
Ensure Accounting and Administration of budgets focusing on achievement of the following results:
- Assist Project Management in settlements of DSA and other claims of staff and other service providers as per UNDP rules;
- Assist the Project Manager and Project Officer for all kinds of financial and project management related activities including liaison with different government agencies/UNDP CO/donor partners, NGOs and other key stakeholders, as directed;
- Prepare periodic accounting records by recording receipts and disbursements (ledgers, cash books, vouchers, etc.) and reconciling data for recurring or financial special reports;
- Maintaining account of National Implementation Modality (NIM) Project Advance fund received from UNDP and reconcile CDR with FACE report
- Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revisions, and support professional staff in preparing the terminal assessment reports;
- Prepare reports and documents as per specified formats, sub-project, or programme plans and general reference documents as well as general administrative/financial or specialized tasks related to the project which may be of a confidential nature within the assigned area of responsibility;
- Assist in the timely issuance of contracts and assurance of other eligible entitlements of the projects personnel, experts, and consultants by preparing annual recruitment plans;
- Responsible for the maintenance overall aspects of the project accounts, books of accounts, budgeting, budget revisions, financial operations and reporting and auditing.
- Preparation of detailed cost estimates and participation in budget analysis and projections as required.
- Maintenance of financial records for UNDP and government / national counterparts for which responsibility is assigned;
- Management of cash receipts and petty cash.
- Timely and accurate preparation of bank reconciliations
- Coordinate and arrange monitoring travel of GoB officials under the project;
- In addition to general administration responsibilities, also supervise directly and indirectly tasks of the other support staff under the project; and
- Any other related activities as assigned by the Project Manager and UNDP Programme Analyst.
Impact of Results
Analysis and execution of administrative service needs in support of specific business operations encompassing finance, procurement, human resource, travel, transport and supply will increase the success rate of the project in delivering its services in a timely manner as per UNDP rules.
- Demonstrates commitment to UNDP’s mission, vision and values
- Exerts strict adherence to corporate rules, regulations and procedures. Familiarity with the internal control framework and results-based management tools is a must
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Identifies opportunities and challenges and recommends options
- Checks assumptions against facts
- Assumes responsibility for decisions and outcomes
- Shares information proactively, also when not required to do so
- Development and Operational Effectiveness:
- Ability to perform a variety of specialized activities related to financial resources management, including formulating budgets, maintaining Accounts Receivables and Accounts Payables, making transactions, reporting.
- Sound knowledge of financial rules and regulations.
- Strong IT skills.
- Ability to provide input to business processes re-engineering, implementation of new financial systems.
- Ability to carry out qualitative and quantitative analyses.
- People Management
- Demonstrates behaviors such as teamwork, knowledge sharing, maintaining relationships
- Recognizes potential road blocks to completing tasks and seeks guidance from supervisors to address issues.
- Based on formal and informal feedback received, takes action to address areas for growth and improvement
- Learns to relate constructive knowledge to others
- Represents self and work with appropriate professional standards
- Productive in challenging situations
- Demonstrates a desire to support colleagues by actively helping others
- Takes responsibility for addressing critical situations
- Demonstrates commitment to clients and quality
- Works to agreed goals dealing with challenges constructively
- Takes responsibility and works towards planning targets, overcoming obstacles, setbacks and uncertainty
- Always acts in a compliant manner and uses resources responsible
Required Skills and Experience
Education:At least Bachelor’s degree in accounting, Finance, Business Administration, Management;
- At least 5 years practical experience in Accounting inormation system of UN-related projects/ international development organizations/reputed multinational organizations;
- Strong understanding of budgeting and the UN/GoB accounting system—candidates familiar with UNDP administrative, program, and financial procedures preferred;
- Ability to use MS Office packages;
- Initiative, sound judgment, and capacity to work independently; and
- Knowledge in general administration, Procurement (PPR), will be treated as an extra advantage.
- Knowledge on Atlas ERP will be treated as an advantage
- Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis, reporting and cost-recovery: excellent project oversight functions, including audit, accurate and thorough risk assessment
Language Requirements:Fluency in both written and spoken English and Bangla.